Given the electronic workflow that will be introduced and supported by the new AFIS, an important goal of the BREAZ project will be realized—the reduction and simplification of paper work.  Both the GAO-3 and the GAO-96 will be discontinued and replaced by Forms GAO-3DT (disbursements and transfers), GAO-3P (payroll) and GAO-3CSB (Central Services Bureau).  On or before July 1, 2015, the new forms will be placed on the GAO Website at /publications/forms.

The GAO-3DT, which is titled “Signature Authority and Responsibility for Certain AFIS Job Roles Involving Disbursements & Transfers,” contains far fewer and somewhat different roles than does GAO-3 that it replaces. 

After the header, the first part of the form refers only to the job roles in the new AFIS that can approve the disbursement of funds or approve transfers: 

• Department Accounts Payable Approver
• Department Accounts Payable Manager
• GAO AWR Manager
• GAO GAAP Manager

• Treasury Accounts Payable Manager
• Department Transfer Manager (Internal Transfers)
• Department Transfer Approver (External Transfers)
• ADOT Transfer Approver
• ADA Transfer Approver

Anyone to be granted any of the roles listed above must have a completed GAO-3DT on file with GAO Security; this requirement extends to those who already have been granted these roles during new AFIS system testing.

These forms are to be signed by the individual to whom the job role is granted; the agency security administrator; and the agency head, deputy agency head or the agency CFO.  Before July 7, 2015, these forms can be sent in paper or electronically scanned format.  Paper documents are to be sent to ADOA, GAO Security, 100 N. 15th Ave., Ste. 302, Phoenix, AZ 85007; scanned documents (which are preferred) are to be sent as an email attachment to [email protected]. Starting on July 7, 2015, completed Forms GAO-3DT are to be workflowed to GAO Security as an attachment to a UDOC in the new AFIS.

The GAO-3DT contains certifications that will be required from those approving or authorizing disbursements or transfers.  These certifications assert that the disbursements or transfers are for a valid public purpose, do not exceed spendable resources, and are supported by appropriate documentation.

The Forms GAO-3CSB and GAO-3P will be discussed in other articles.